Voice to Workflow: Using AI Transcription and Task Automation in Monday.com
In the era of digital acceleration, time is currency—and businesses are searching for smarter, faster ways to operate. Meetings, once the cornerstone of collaboration, have now become productivity pitfalls if not followed up with action. But what if every meeting could instantly translate into a series of structured, assignable tasks?
With AI transcription and Monday.com automation, that idea becomes reality.
This article will show you how to turn your team’s spoken words into automated workflows using AI—boosting efficiency, accountability, and clarity with every conversation.
The Problem: Meetings Are Full of Value—but Poorly Captured
Whether you’re in a project sync, sales discovery, or client kickoff, action items often get lost in the shuffle. People jot down notes, misinterpret deliverables, or forget who’s responsible for what.
By the time the meeting ends, you're left with:
Incomplete follow-ups
Delayed execution
Confusion over next steps
And… another meeting to clarify the first one
Sound familiar?
It’s time to automate that mess—with AI.
Enter Voice-to-Workflow Automation
With tools like Fireflies.ai, Otter.ai, Grain, or OpenAI Whisper, you can now record and transcribe meetings with high accuracy. These tools capture voice, detect speakers, and provide AI-powered summaries.
Here’s where the real magic begins:
Using Make.com, Zapier, or custom AI agents, you can automatically convert these summaries into structured tasks inside Monday.com—no human input needed.
Step-by-Step: How It Works
Let’s break down a sample automation workflow:
1. Record the Call
Use Zoom, Microsoft Teams, or Google Meet. Enable transcription via Fireflies or Otter.
2. AI Transcribes + Summarizes
Your AI tool provides a transcript, summary, and even tags speakers or timestamps.
3. Extract Action Items Using GPT
Feed the summary to GPT-4o or another LLM using Make.com or custom API.
Prompt example:
“Extract all action items with owners, due dates (if mentioned), and priority level.”
4. Send Tasks to Monday.com
Each action item becomes a new task on a board like “Meeting Tasks” or “Sprint To-Dos.”
Columns can include:
Owner (mapped via email or name)
Task name
Due date
Source meeting link
Priority
Status (set to “Planned” or “In Review”)
5. Trigger Automation
Monday.com kicks off your custom workflow:
Sends Slack/email alerts
Changes status after 3 days
Adds checklist items
Notifies project leads
What You Gain
Voice-to-workflow automation is more than a productivity hack—it’s a paradigm shift in how teams operate:
Save hours of manual note-taking
Automate consistency across projects
Capture everything without missing context
Enhance transparency and traceability
Improve execution by reducing back-and-forth
Real-World Use Cases
✔ Marketing Teams
Turn brainstorming sessions into instant content calendars with assigned owners.
✔ Sales Teams
Automatically create follow-up tasks from discovery calls and link them to the CRM pipeline.
✔ HR & Recruitment
Auto-log interview summaries and trigger onboarding flows based on hiring decisions.
✔ Agencies & Freelancers
Generate project scopes and deliverables from client calls—tracked in Monday.com.
✔ Executives & Founders
Stay in the loop with automatic dashboards fed by team discussions and updates.
Security Note
Most of these tools offer encryption and data control options. Be sure to comply with GDPR, HIPAA, or industry-specific regulations before handling sensitive information.
Ready to Implement?
You don’t need to hire a dev team.
With a Monday.com account, a free transcription tool, and one automation platform like Make.com—you can roll this out in under a week.
Let the Ava Desk team help you build it with custom integrations.
Book for free Consultation Now